Railway Ground Hazard Research Program Support

Trade Agreement: Agreement on Internal Trade (AIT)
Tendering Procedures: Generally only one firm has been invited
to bid
Attachment: None
Non-Competitive Procurement Strategy: Government Objectives
Representing Best Interests/Value to Govt
Comprehensive Land Claim Agreement: No
Vendor Name and Address: 
HPB ASSOCIATION MANAGEMENT SERVICES INC
580 Terry Fox Drive
SUITE 405
OTTAWA Ontario
Canada
K2L4C2
Nature of Requirements: 
Railway Ground Hazard Research Program Support

An ACAN is a public notice indicating to the supplier community
that a department or agency intends to award a contract for
goods, services or construction to a pre-identified supplier,
thereby allowing other suppliers to signal their interest in
bidding, by submitting a statement of capabilities. If no
supplier submits a statement of capabilities that meets the
requirements set out in the ACAN, on or before the closing date
stated in the ACAN, the contracting officer may then proceed
with the award.

The Railway Ground Hazard Research Program (RGHRP) is a
collaborative initiative between Canadian Pacific, Canadian
National, Transport Canada, Natural Resources Canada, University
of Alberta, and Queen's University to take a proactive approach
to managing ground hazards. RGHRP is a $2.5 million dollar,
multi-stakeholder program involving experts from the partner
organizations who serve on a volunteer basis. 

The primary objective of the program is to develop risk
management solutions to improve safety and reduce losses from
ground hazard incidents on Canadian railways. Specifically, the
work is aimed at mapping, analyzing, forecasting, and mitigating
natural hazards that affect railway safety. 

The nature of the work involved in the RGHRP program is complex
and extremely specialized (rail geotechnical issues related to
ground hazards).  In order for an individual to effectively
perform the requirements of the proposed contract, the
individual must be extremely knowledgeable of the Canadian
railway industry, and especially ground hazard research issues. 
Another extremely critical element to this function is to be
thoroughly knowledgeable of the history of the research program
and previous research decisions.  Therefore, in order to satisfy
this requirement, it is intended to sole source this requirement
to HPB Association Management Services Inc. (HPB), located in
Ottawa, Ontario.

Since the development and implementation of the program in 2002,
HPB Association Management Services Inc. (HPB), located in
Ottawa, Ontario has been providing various services in support
of the program.  The services includes the following, but not
limted to: planning services, administrative support and
secretariat services.  HPB has the unique and in-depth knowledge
of the issues and activities pertaining to the program and has
developed an efficient and productive working relationship with
the stakeholders and funding partners.  The company has the
background knowledge of the program, therefore, they are
efficient at coordinating the program's activities with the
industry, government and academia sectors. As well, in order to
ensure continuity in the level and quality of service, an
element especially important at a moment when the content of a
second phase is being defined and that a new research agreement
is being negotiated between the participants. 

In addition, a very important consideration is that, since all
members of the RGHRP program participants are volunteers, there
is no one who is able to provide the full training to carry out
this requirement.  

With only 3 years left in the research program, it would not be
cost effective to go with a new service provider, considering
the extreme learning curve required to be acquainted with the
matters of the research program and its 10-year history. It is
estimated that the steep learning curve would take at least 2
years for any new comer to the program to have sufficient
understanding and competency to be able to perform the duties
within the allocated  budget.

Any interested supplier must demonstrate by way of a statement
of capabilities that they meet the following minimum essential
requirements:

1) mimum of 10 years experience either working in the Canadian
rail industry or working with the Canada rail industry.
2)  minimum of five (5) years experience in conference and event
planning. 
3) work experience in administrative, secretariat, and logistic
support services for multi-years (2 years or more), for a
multi-stakeholder programs. The program participants must
include government, industry and academic institutions. The work
experience must have taken place within the last five years.  
4) experience working with geotechnical experts conducting
research in rail.
5) experience and/or knowledge of railway ground hazard research.
6) experience working with Drupal content management system or
similar system. 

Government Contracts Regulations (GCR) is invoked for this
procurement under subsection	 6(d) - "Only one person or firm is
capable of performing the contract".

This procurement is subject to the following trade agreement: 

Agreement on Internal Trade (AIT)

The following exclusion(s) and/or limited tendering reasons are
invoked under the section of the trade agreement(s) specified:

Agreement on Internal Trade (AIT) Article 506.12 (b) where there
is an absence of competition for technical reasons and the goods
or services can be supplied only by a particular supplier and no
alternative or substitute exists.

The proposed contract is for a period of 3 years, from date of
contract to 31 March 2016.  

The estimated value of the proposed contract is $71,190.00 (HST
Included). 

The Pre-Identified Supplier is:

HPB Association Management Services Inc.
580 Terry Fox Drive, Ste. 405,
Ottawa, On   K2L 4C2

The closing date and time for accepting statement of
capabilities is 25 April 2013 at 2:00 p.m. EDST.

Suppliers may direct inquiries and submit statement of
capabilities to:

Helen Yari
Ontario Region - Acquisitions | Région de l'Ontario -
Approvisionnement
Public Works and Government Services Canada | Travaux publics et
Services governmentaux Canada 
33 City Centre Drive, Suite 480C Mississauga, ON L5B 2N5 | 33,
promenade City Centre, pièce 480C, Mississauga (Ontario)  L5B 2N5
E-mail:  helen.yari@pwgsc-tpsgc.gc.ca 
Telephone | Téléphone 905-615-2081
Facsimile | Télécopieur 905-615-2060



Delivery Date: Above-mentioned

You are hereby notified that the government intends to negotiate
with one firm only as identified above. Should you have any
questions concerning this requirement, contact the contracting
officer identified above.

An Advance Contract Award Notice (ACAN) allows departments and
agencies to post a notice, for no less than fifteen (15)
calendar days, indicating to the supplier community that it
intends to award a good, service or construction contract to a
pre-identified contractor. If no other supplier submits, on or
before the closing date, a Statement of Capabilities that meets
the requirements set out in the ACAN, the contracting authority
may then proceed with the award.  However, should a Statement of
Capabilities be found to meet the requirements set out in the
ACAN, then the contracting authority will proceed to a full
tendering process.

Suppliers who consider themselves fully qualified and available
to provide the services/goods described herein, may submit a
statement of capabilities in writing to the contact person
identified in this Notice on or before the closing date of this
Notice. The statement of capabilities must clearly demonstrate
how the supplier meets the advertised requirements.

The PWGSC file number, the contracting officer's name and the
closing date of the ACAN must appear on the outside of the
envelope in block letters or, in the case of a facsimile
transmission, on the covering page.

The Crown retains the right to negotiate with suppliers on any
procurement.

Documents may be submitted in either official language of Canada.